Welcome
What FlowOS does for Flowtech, who it is for, and where to read next.
FlowOS is Flowtech’s place for sales work from enquiry to order. It reads the mail that arrives in the sales mailboxes, works out which instruments a customer is asking us to quote, records what the enquiry does and does not tell us about each one, matches those requirements against the Flowtech catalogue, drafts a quotation the sales team can finish and issue, and holds the order that follows.
Staff work in one of eight offices. Nearly all inbound work arrives as email — often forwarded internally rather than sent by the customer — and the real requirement is frequently inside attached datasheets, specification sheets or bills of quantity rather than in the message itself.
This handbook is for the people who use FlowOS and the people who build it. It
explains the client’s process in ordinary language. Engineering specs stay in
docs/superpowers/ and are not published here.
Who uses it
Named people, with roles and offices — not a shared address. See Roles and access.
| Role | What they do here |
|---|---|
| Sales person | Their own cases: inbox through quotation. They cannot approve or hand an order to the ERP |
| Office head | The office: assigns work, approves and sends, sales orders, ERP handoff |
| Stakeholder | Reads the whole business across every office. Changes nothing |
| Administrator | Users, roles, offices, mailboxes, and every action |
| Developer | The same reach as Administrator, plus the mail debug page and its controls; kept separate so maintenance is visible in the audit log |
What it does
| Collects the work | Syncs Microsoft 365 mailboxes, groups each conversation, recovers the customer behind a forward, and labels each message. An enquiry that came by phone, WhatsApp, a visit or a marketplace is entered by hand and read the same way |
| Reads the documents | Converts datasheets, specification sheets and bills of quantity into readable text, and transcribes pictures attached to an enquiry, and scanned PDFs when every mailbox the email reached is one requirement gathering covers |
| Understands the ask | Splits one enquiry into line items and, for each, records every process parameter — stated by the customer, assumed by us, or missing |
| Recommends products | Checks the Flowtech catalogue against each line and returns the families that fit, in order, with the reason for every rejection and warning |
| Drafts and issues the quotation | Builds each line from line review, applies prices, discounts, charges and GST, and issues a numbered PDF to download and send. Sending from FlowOS comes next |
| Follows the client | Reads each later email on an enquiry for the changes it asks for, files a client’s answer to our query into the line, lists changes on the issued quotation to accept or decline, and marks the enquiry Ordered on the first sign of an order |
| Takes the order | Reconciles a customer PO against the quotation on the PO check, holds mismatches, and records an Office Head’s decision. Sales orders and the handoff of a confirmed order to the ERP of record are not on screen yet |
Detail is in the capability catalogue.
The main process
Mail arrives → conversation joined → documents read → line items identified → parameters extracted → products suggested → quotation drafted and issued → PO compared → sales order → ERP handoff
End to end: Enquiry to quotation.
Where to read next
| If you want to… | Go to |
|---|---|
| Sign in and find the rail | First sign-in |
| See the system in one place | Overview |
| The full list of what the business can do | Capabilities |
| The numbered rules that block, route and decide | Business rules |
| What happens with nobody touching it | Automatic behaviour |
| What sits outside, and what still needs a person | Limitations |
| Terms as this product uses them | Glossary |
Add a page by adding a Markdown file under apps/docs/content/. It becomes a
page automatically.